1. QUICK GUIDE TO CIRCULATION IN ALMA
This is a basic guide to Alma for student workers in Circulation units.
updated 6/29/18

2. Introduction to Alma
Starting in July 2018, Harvard library is using Alma for all library functions.
Alma is a web-based “integrated library system.”
It allows us to loan, return, request items, and also to edit and create records, etc.

3. Introduction to Alma
On Circulation desk computers, Alma is generally accessed via a shared login.
See staff about logging in to Alma at your station.
Staff have their own Alma logins based on their Harvard Key security profile.
In this training we will cover basic information for three tasks in Alma:
Searching in Alma
Loaning and renewing
Discharging

4. Introduction to Alma This is the home page of Alma.
The primary features for you persist on every page:
Menus
Persistent search bar
Menus
Search Bar

5. Searching in Alma
Searching for items can always be done from the search bar.
There are two primary ways of finding items:
Titles Search: either “All Titles” or “Physical titles”: “All Titles” includes electronic copies. These searches will produce lists of bibliographic records with all items attached. Items can then be selected from these results.
Items Search: These searches will produce list of item records showing current status.

6. Searching in Alma There are three parts to each search:
The type of record or listing being searched
The search parameters defining the search terms
The search terms

7. Searching in Alma
Depending on the permissions of the Alma login, different kinds of records can be searched. In general though, you will choose one of three options: All titles, Physical titles, or Physical Items.

8. Searching in Alma
There are many possible parameters for your search, but typical choices would be keywords, barcode, title, author (“creator”).
Note that you can type in this field to search for possible parameters.

9. Title Searches
Again, a title search produces a list of bibliographic records with individual items (if any) attached.
For each entry there is a “Holdings” line where items are noted.

10. Title Searches
If Alma is not already set this way, you can customize the results so that items are immediately visible by clicking on “Expand” and “Expand All”.
Now library, call number, and availability for each item will appear in the results.

11. Title Searches: Items
If an item is “not available, you can click on the items link below the listed items to go to a “List of Items.”
Depending on the results list setting, there may be another items button, or you can find it by clicking the “more actions” or ellipsis button.

12. Title Searches: Items
You now see the List of Items. Here you can see the specific status of the item in question.
In this case, the item is “not in place” (not on shelf) because it is on loan.
You can click on the Loan link to see details of the loan, for instance when it is due.
As we’ll explain later, this is where you would mark an item as missing.

13. Item Searches The results of Item searches are individual items.
The drawback of these searches is that duplicate copies in different locations are not grouped together.
The advantage is the results tell you immediately the status and due date of the items, if on loan.

14. Item Searches Here’s a close up view of an entry from an item search.
For Status, you can see if the item is in place or not.
Under Process type you can see if there is a loan.
It also lists the due date, if any.

15. Missing Items
One reason for looking up items is to determine why a patron has reported them not on shelf—for instance, to verify that your library has a copy and it is supposed to be available.
Depending on your unit’s policys, further searching in the area may be called for.
If you are done searching at that time and an item that is listed as available isn’t found, you need to mark it as missing in Alma.
Marking it as missing puts it on a report for later staff searching. It also keeps the catalog up to date and allows Borrow Direct requesting.
Note that missing is always for a specific item, not a title.

16. Missing Items
To mark an item as missing, you need to get to the List of Items.
Once there, you click on the actions button to see the choice to “Toggle Missing Status.”
This changes the status to “Item not in place,” and the Process type to “Missing.”
Note items at different locations. You can only mark items at your library as missing.

17. Missing Items from Item Searches
To get to the list of items page, you can click on “items” from a result in a title search.
From an items search, click on the barcode, then, on the “Physical Item Editor,” click on “View all Items.”
2) View all Items
1) Barcode
3) Toggle from List of Items

18. Circulation in Alma Let’s talk about circulating library materials.
All circulation activities—loaning and returning library material—happen through the Fulfillment menu.
This menu has two primary options:
Manage Patron Services: for loaning, and seeing current loans and requests
Return items: For processing returned items or items from bins

19. Scanning the ID
To start a transaction you need to scan the patron’s ID.
Loaning is done in Manage Patron Services.
You can navigate to this on the menu, or use a keyboard shortcut: Alt+W. (shortcut may not work for all computers depending on settings in computer and/or other programs).
Scan the ID in the field seen below.

20. Scanning the ID
If the barcode does not scan properly, you may type the ID number into that same box.

21. Loaning to Patron You should see the Patron Services screen.
In the middle of the screen are three tabs. By default the Loans tab is selected. This is where you loan items.
Scan Items Here

22. Charging in Alma Scan each item barcode into the field.
Each loaned item will appear in the “Loan Display” list.
Note the due date.

23. Scanning the Barcode
Note that once an item’s barcode is scanned, and a loan is successful, the field for barcodes is cleared and the next barcode can be scanned immediately.

24. Loan Display Options
An important feature of the loan display is whether it is showing “Loans this Session” or “All Loans.”
If you navigate to a different page in Alma, then come back to this Patron Service page, Alma considers that a “new” session.
If you change to setting to “All loans,” you will see all items currently on loan to the patron.
Normally you don’t need to look at this, but you can to verify that an item is loaned to them.

25. Loaning to Proxies
Harvard allows Research Assistants to borrow items on behalf of their faculty sponsor. This means they use their ID card, but the items are charged to the sponsor’s account.
To do this in Alma, Research Assistants must have been set up as a proxy and, at the circulation desk, announce that they want to borrow as a proxy.
Select “Use proxy” under the ID scanning field, then scan the ID.

26. Loaning to Proxies
“Use Proxy” may be a little confusing because what it really means is “Use this patron as a proxy” for their sponsor.
After scanning a proxy ID this way, Alma will show you a drop-down menu of sponsors under “Proxy for”. Usually there is only one to select, but if there is more than one you can ask the patron which one they want to use.
Loaning then proceeds as before—the patron services screen will show you the sponsor’s account, not the proxy’s.

27. Viewing Requests
If you need to see a patron’s request to inform them of its status, go to the Requests tab on the Patron Services page.

28. Renewals
Items can be renewed from the All Loans display by selecting individual items and then “Renew Selected,” by clicking “Renew All,” or by clicking the “…” or More Actions button and selecting Renew.

29. Returns/Discharging
The primary way to return items is to go to the Fulfillment menu and select “Return Items.”
The keyboard shortcut is Alt-R.
You go to the Manage Item Returns screen where barcodes can be scanned.

30. Returns/Discharging
Any item whose destination is somewhere else will produce a message telling you it’s destination.
You can clear the message box by mousing over and clicking “Ok” or by pressing the Enter key.
Be sure to route the item appropriately. Lamont and Widener are using printed routing slips, while other libraries may print slips from Alma.

31. Returns/Discharging
For each return session a list of returned items is created.
The list also tells you what that “Next Step” is, in this case, send to Lamont.
If the item is going on hold at your library, a hold slip should print.
After discharging and clearing any messages, Alma should automatically move the cursor into the scanning field, allowing you to scan another item.

32. Returning items THIS CONCLUDES THE QUICK GUIDE TO CIRCULATION IN ALMA.
Please send questions about this training to Jackson Childs at